What is the job description of administrative assistant

What is an Administrative Assistant's job description?

An Administrative Assistant's job description includes:
 

• Providing administrative support to management, employees and in some cases, clients and visitors
• Handling office ad-hoc duties such as answering phones, organising files, drafting letters and scheduling meetings
• Maintaining databases and tracking important deadlines

An Administrative Assistant's job description may vary depending on their business, industry and professional skillset. Although all Administrative Assistants should have the same basic duties and responsibilities, other specifications such as technology use and interaction with clients and visitors may differ.

What duties does an Administrative Assistant have?

Administrative Assistants perform a wide range of duties in a variety of positions.

Depending on the industry and position, they may do some or all of the following:
 

• Plan meetings and arrange conference calls
• Manage calendars via email, phone and face-to-face meetings
• Answers emails with an appropriate greeting, salutation, signature, or standard closing
• Arrange travel plans for managers and employees, including flights, car rentals, hotel accommodation
• Purchase airline tickets and other travel tickets when necessary
• Initiate contact with clients by email, letter, or telephone to answer questions or provide information concerning projects
• Follow up on client issues until they are resolved
• Supervise clerical staff

What responsibilities does an Administrative Assistant have?

An Administrative Assistant is typically responsible for:
 

• Coordinating travel arrangements and catering for meetings
• Preparing expense reports
• Developing and managing spreadsheets
• Scheduling meetings and events for business employees and potential visitors
• Managing front-end communication with visitors and clients
• Organising internal business operations

The ideal Administrative Assistant will have excellent organisational skills, attention to detail and the ability to manage multiple tasks simultaneously. They should also be proficient in Microsoft Office Suite. A customer service orientation is also essential, as the role often involves interacting with clients and suppliers.

What does an Administrative Assistant's day to day look like?

An Administrative Assistant's day to day work can vary but is generally summed up with the following:
 

• Answering phones and emails
• Managing calendars
• Drafting letters and preparing reports
• Organising files
• Coordinating travel arrangements
• Handling office duties

Administrative Assistants usually work in an office or hybrid setting, five days a week, Monday to Friday, 9 am to 5 pm. Depending on who they work with, Administrative Assistants may also need to work outside of ordinary hours to accommodate a business employer's schedule.

Does an Administrative Assistant's job description change?

An Administrative Assistant's job description may change depending on the business they work for and their level of expertise. For example, as an Administrative Assistant gains experience in the role, they may be expected to take on more ad-hoc duties and use additional technologies.

Experienced Administrative Assistants may be promoted to new roles such as Executive Assistants or Internal Communications coordinators, leading to a change in their job description as well.

Job descriptions are not the only thing to know about when it comes to an Administrative Assistant's role in Australia. Learning average Administrative Assistant salaries and the required skills and qualifications also plays a vital role.

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Job Overview

XYZ Inc. is a leading firm in our industry in the tri-state area. We have a 3.8 Glassdoor rating from our employees. We're now hiring an Administrative Assistant to join our existing top-notch team. If you're hard-working and dedicated, XYZ Inc. is a great place to get ahead. You'll be glad you applied to XYZ Inc.

Responsibilities for Administrative Assistant

• Greet visitors and point them in the right direction, answer inquiries, and create a welcoming environment
• Organize and maintain files and databases in a confidential manner
• Manage communication including emails and phone calls
• Screen phone calls, redirect calls, and take messages
• Schedule appointments, meetings, and reservations as needed
• Receive deliveries; sort and distribute incoming mail
• Maintain and order office supplies
• Receive invoices and review for accuracy
• Coordinate staff travel arrangements including transportation and accomodations

Qualifications for Administrative Assistant

• High school diploma or general education degree (GED) required. associate's degree in Business Administration preferred.
• 2-3 years of clerical, secretarial, or office experience
• Proficient computer skills, including Microsoft Office
• Strong verbal and written communication skills
• Comfortable with routinely shifting demands
• High degree of attention to detail
• Data entry experience
• Working knowledge of general office equipment

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